Manage HCP Pooled Positions using BAIRS Reports Updated 2/4/2015
Table of Contents TABLE OF CONTENTS... 2 OVERVIEW... 3 INFORMATION NEEDED TO MANAGE POOLED POSITIONS IN HCP... 5 RUN THE PAYROLL DATA BY CALPLANNING POOLED POSITION TYPE REPORT... 6 CHOOSING THE RIGHT REPORT VIEWS FOR YOUR POOLED POSITION PLANNING... 8 WHERE INBAIRS VIEWISTHE REQUIRED DATA FORMANAGING POOLEDPOSITIONS IN HCP... 9 APPENDIX HOW TO EXPORT BAIRS REPORT VIEWS... 10 HOW TO NAVIGATE TO HCP POOLED POSITIONS IN CALPLANNING... 11 HELPFUL SCREEN SHOT EXAMPLES... 12 2 P a g e
Overview Introduction: The Payroll Data by CalPlanning Pooled Position Type report is available in BAIRS to assist CalPlanning Planners with managing their HCP Pooled Positions. The report is created from payroll actual data and summarized by HCP Pooled Position. The report includes six different views to accommodate various planning situations. There are two types of views: Position Details and Position Distributions. Only one of each type is needed to complete HCP data entry for Pooled Positions. The information in this guide will help you determine the two best views to support your planning needs. Report Views: Pooled Position Salary/FTE View Type: Position Details Title printed on report: Employee Details for Planning HCP Pooled Positions Displays detailed actual Employee payroll data in HCP Pooled Position categories for analysis. Pooled Position Salary/FTE Summary View Type: Position Details Title printed report: Employee Summary for Planning HCP Pooled Position Displays summary data for each HCP Pooled Position category that can be entered into HCP. Pooled Position Salary Distributions View Type: Position Distributions Title printed report: Distributions for Planning HCP Pooled Positions Displays actual payroll distribution data in HCP Pooled Position categories with CalPlan fund members. This data can be used to populate the expense distributions in HCP. Summary Pivot of Pooled Position Salary/FTE View Type: Position Details Displays a pivot view by semester for the same information in the Pooled Position Salary/FTE Summary. Summary Pivot of Distributions Pooled Position View Type: Position Distributions Displays a pivot view of actual payroll distribution percentages summarized for each HCP Pooled Position category across Fund Types. This view does not include CF1. Summary Pivot of Distributions Pooled Position by Cal Plan Funds View Type: Position Distributions Displays a pivot view of actual payroll distribution percentages summarized for each HCP Pooled Position category across Cal Plan Fund members. This view does not include CF1. 3 P a g e
Access: Users who have access to BAIRS Payroll reports will have access to this report. Pooled positions include: Adjunct Professors Visiting Professors GSI GSR Non Resident GSR Resident Lecturer Reader Tutor Student Reader Tutor Non Student Student Titles Undergraduate (work study and non work study) Summer Salary Teacher UNEX Per Diem The title codes included in each position type can be found at: http://budget.berkeley.edu/projects/calplanning Suggested Use: The BAIRS report can be used when creating/editing HCP Pooled Positions to impact budgeted expenses. Questions: If you have any questions regarding this document, please email calplanning@berkeley.edu. 4 P a g e
Information Needed to Manage Pooled Positions in HCP Required Pooled Position Detail Data: The following information is required for each Pooled Position that will be created in HCP for planning purposes. This information is created and managed in the Pooled Position Details forms: Entity Dept ID where you want to plan for the Pooled Position expenses. Pooled Position Name This is a user defined name to help you distinguish between pools of the same Pooled Position Type. For example, if you wanted to manage two GSI pools, you could name them GSI Pool 1 and GSI Pool 2. Pooled Position Type Choose from a list of predefined position types that will populate the correct Salary Account and Salary Admin Plan for you. The type will also determine eligibility for Fee Remission. Annual Rate (per FTE) The salary for 1 FTE, also called REG Salary Expense, which represents the average salary an employee working full time would receive in the position. Calculation: Total Payroll Gross Amount / Sum of all FTE in the position. FTE The sum of the FTE for each employee in the Pooled Position. For four half time employees, FTE = 2. Headcount The total number of individual employees in the Pooled Position. For four half time employees, Headcount = 4. Headcount in HCP is only used to calculate Fee Remission. Please make sure to input the average headcount for the year when planning a pool that might have different headcount values between semesters. Start Date The date the position will start for expense planning purposes. Required Pooled Position Distribution Data: The following information is needed to ensure that the calculated expenses for each Pooled Position are spread across the correct chartstring. This information is input and managed in the Pooled Position Distributions Forms: Distribution Start Date The date on which to begin planning the Pooled Position expenses for a particular chart string. Distribution Percentage The percent of the total compensation expense for the Pooled Position that you want to plan for a particular chart string. Distribution Entity Dept ID used for this distribution of the Pooled Position expenses. Distribution Fund CalPlan Fund used for this distribution of the Pooled Position expenses. Distribution Chart 1 The CF1 used for this distribution of the Pooled Position expenses. For distributions that do not require a CF1, use C1 Summary Plan. This will default when no CF1 is selected. Distribution End Date The date on which to end planned expenses for a particular distribution. 5 P a g e
Run the Payroll Data by CalPlanning Pooled Position Type Report 1. Using your CalNetID and passphrase, login to BAIRS. 2. Expand the folder structure to /HR Reports/Workforce Detail/Position Data/. 3. Open Payroll data by CalPlanning Pooled Position Type.bqy. 6 P a g e
4. Select the desired parameters to query and click Run Report. 5. You will see the following six views on your report dashboard. There are two types of report views: Position Details and Position Distributions. You will only need two report views, one of each type, to complete your HCP data entry. The decision tree on the next page will guide you to the best report views for your planning purposes. 7 P a g e
Choosing the Right Report Views for your Pooled Position Planning 8 P a g e
Where in BAIRS View is the Required Data for Managing Pooled Positions in HCP Grid: Where do I find the Required Data? The following grid shows where find the data in BAIRS that you will need to enter into HCP. HCP Data Required HCP Name The information for the Position Details is located in white cells. The information for Position Distributions is located in light blue cells. The Entity (Dept ID) and Pooled Position Type are used in both areas of HCP. The data in HCP may have a different name in BAIRS, so the grid also provides a crosswalk: BAIRS Data Available Pooled Position Salary Views Summary Pivot Views Alternate Name Used in BAIRS Report Views FTE Detail FTE Summary Distributions Pooled Position Salary/FTE Distributions Pooled Position Distributions by CalPlan Funds Entity Dept ID x x x x x x Pooled Position Type Annual Rate (per FTE) Pooled Position x x x x x x HCP Annual Pay Rt. x x x FTE HCP FTE x x x Headcount Headcount x x CF1 Chartfield 1 x Distribution Percentage Payroll Gross Amt by Chartstring x x x Helpful Notes for Using the Semester Pivot View: Run the data for Prior Year Spring and Current Year Fall to use the most recent annual figures. Do not enter ending dates in HCP if the Pooled Positions will be similar from Year to Year. Input the Current Year fall value for the Annual Rate because it includes any changes from the prior year, such as negotiated increases effective July 1. Headcount is used to calculate Fee Remission: average the headcount over fall and spring for GSI positions when they are different between the two semesters. Add the AVG FTE for fall and spring to plan for the whole year. You will see this is equal to the HCP FTE value in the annual summary view (Pooled Position Salary/FTE Summary). The Pooled Position Salary (annual) views and the Summary Pivot (semester) views may have rounding differences. 9 P a g e
Appendix How to Export BAIRS Report Views Export Steps: To Save the report to Excel, PDF, or another format: Go to File Export Section Enter the name and be sure to choose a file path that is on a network drive if you are using Citrix. Enter the file type (Excel, PDF, etc.) and click Save 10 P a g e
How to Navigate to HCP Pooled Positions in CalPlanning 1. Once logged into CalPlanning, access the HCP Planner Task List and navigate to Create and Manage Pooled Position. 2. You may choose to update existing positions and distributions, or create new positions and distributions. Use your chosen BAIRS views to input the HCP values. 11 P a g e
Helpful Screen Shot Examples Example for Position Details: The following screen shot shows the Pooled Position Salary/FTE Details View, with arrows to show the values that can be entered into HCP, assuming there are no changes from the prior fiscal year. 12 P a g e
Example for Position Distributions: The following screen shot shows the Pooled Position Salary Distributions View, with arrows to show the values that can be entered into HCP, assuming there are no changes from the prior fiscal year. 13 P a g e